Supply Chain Finance WinFinance

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1 Supply Chain Finance WinFinance Customer User Guide

2 Westpac Banking Corporation 2009 This document is copyright protected. Apart from any fair dealing for the purpose of private study, research criticism or review as permitted under the Copyright Act, no part may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic or mechanical, photocopying, recording or otherwise. Westpac Banking Corporation believes that this module is accurate at the time of its publication. Whilst all care has been taken in its preparation, Westpac Banking Corporation accepts no liability for any loss arising from use or reliance of this publication. The information contained in this publication is provided for learning purposes only and is subject to change. Revisions may be issued from time to time that encompass changes or additions to this module. Distribution Date: May 2009 Page 2 of 56

3 Contents Welcome...5 Welcome...5 About this Guide...5 Who is this Guide for?...5 Prerequisites...5 Further assistance...5 Symbols used throughout this document...6 Introduction to WinFinance... 7 Overview of Westpac WinFinance...8 Features...8 Browser Settings...8 WinFinance Modules...8 Transaction Process Flow...9 Navigation Basics...10 The WinFinance Screen...10 Menu Bar...10 Tool Bar...10 User Information...11 Information Bar...11 Module Navigation Links...11 Paging Bar...11 Mandatory Fields...12 Common Functions...13 Overview...13 Workflow Queues...13 Status Icons...13 Comments...14 Audit History...14 Acknowledgements...15 Calendar...15 Lookup Window...16 Messages...17 Print a screen...18 Search...18 Logging into Westpac WinFinance...19 Overview...19 Logging in to Westpac WinFinance for the first time...19 Logging in to Westpac WinFinance...22 Logging off from Westpac WinFinance...24 Receivables Financing Transactions...25 Transaction Overview...26 Creating or uploading invoices...27 Overview...27 Create an invoice file from your invoice system...27 Uploading an invoice file...28 Creating an invoice record in WinFinance...28 Approving an invoice...30 Rejecting an invoice...31 Modifying an invoice...32 Cancelling an invoice...33 Distribution Date: May 2009 Page 3 of 56

4 Create and Submit an Asset...34 Overview...34 Key points to note when grouping assets...35 Create an asset...36 Submit an asset...37 Amending or cancelling rejected assets...39 Create or Upload Invoice Payments...42 Overview...42 Create an invoice payment file from your invoice system...42 Uploading an invoice payment file...43 Creating an invoice payment...45 Creating a partial invoice payment...47 Create Asset Repayment...49 Overview...49 Create and submit an asset repayment...49 Reporting...50 Reviewing Transaction Status...51 Overview...51 Reviewing invoice items...51 Reviewing asset items...52 Generating reports...54 Overview...54 Viewing online reports...54 Viewing batch reports...55 Distribution Date: May 2009 Page 4 of 56

5 Welcome Welcome Welcome to Westpac WinFinance, an online solution which supports customers in the use of the Trade Receivables Finance solution. About this Guide The purpose of this Customer User Guide is to: Introduce you to the Westpac WinFinance system Outline some of the features and benefits of Westpac WinFinance Describe how to access Westpac WinFinance Give an overview of navigating through Westpac WinFinance, and Describe how to use some of the functions of Westpac WinFinance In addition, this guide explains how to use Westpac WinFinance to complete procedures that you will need to complete to finance your receivables: Uploading or creating invoices Creating and submitting assets Uploading or creating invoice payments Creating and submitting loan repayments Who is this Guide for? This Guide is designed for customers of the Westpac Trade Receivables Finance product. Prerequisites The Guide assumes that you have completed the Westpac WinFinance training module and have receivables financing product knowledge. You should also be familiar with using online systems and applications. Further assistance If you require any further assistance in using Westpac WinFinance, contact Westpac Trade Finance Operations on: Phone: Distribution Date: May 2009 Page 5 of 56

6 Symbols used throughout this document Symbol Workflow > User Queue [OK] Account Description Important information This symbol indicates important information to take note of. Hint This symbol indicates a hint or tip to speed the processing of the step. Menu selection This syntax indicates menus for selection. For example, the user would select Workflow from the menu bar, then select the User Queue option. Buttons or icons Text or icons which are bracketed refer to buttons or icons which are to be selected or clicked. Links, fields or tabs This format refers to links, fields or tabs in the screen. Distribution Date: May 2009 Page 6 of 56

7 Introduction to WinFinance In this chapter you will find: Overview of the WinFinance system Navigation basics Steps for common functions Steps for logging into the WinFinance system Distribution Date: May 2009 Page 7 of 56

8 Introduction to WinFinance Overview of Westpac WinFinance Features Westpac WinFinance is a fast, efficient and secure web based system for managing trade receivables financing. Its key features for Suppliers include: Ability to create, upload and modify multiple sets of invoices to keep track of relevant information for purposes of discounting Ability to interact with Westpac on the submission and acceptance of receivables for financing Ability to track the status of invoices and assets through the financing process and at maturity. Browser Settings Ensure that your Internet browser settings will allow pop-up windows to be displayed for this site. If the pop-up function is disabled, you will not be able to open windows to access the Westpac WinFinance system. WinFinance Modules The Westpac WinFinance system is composed of a number of modules, each designed for a specific purpose. Depending on the supplier s facility with Westpac and the authority of the user, different modules will be available for use. The modules included for use by Trade Receivables Finance customers are: Supplier Finance this module provides invoice asset finance functionality required to process receivables transactions. Data Admin this module gives users with administrative rights, the ability to manage commonly used information such as user rights etc. Distribution Date: May 2009 Page 8 of 56

9 Introduction to WinFinance Transaction Process Flow The workflow for processing a receivables financing transaction involves actions by both the customer and Westpac. Transactions are initiated by the customer and are subsequently reviewed and processed by Westpac. Key Customer Westpac Upload / create invoices Create and submit assets Process assets Create loan Fund and disburse At loan maturity Upload / create invoice payments Create and submit asset repayments Process loan repayment Close loan Distribution Date: May 2009 Page 9 of 56

10 Introduction to WinFinance Navigation Basics The WinFinance Screen Menu Bar User Information Module navigation links Tool Bar Information Bar Form Tabs Menu Bar The menu bar is the main point for users to gain access to different functionality in the WinFinance system. Different menu items and options may appear depending on the user s rights and entitlements. Tool Bar The tool bar contains icons relating to common functions in the system. Not all tools are always visible. Some tool icons only appear if there is a relevant item for the screen or task. For example, the Comments icon will only appear when there is a comment entered. Icon Name Description User Queue Setup Queue Audit Note Click to access the user queue for the module. Click to access the setup queue for the module. Click to view the audit trail for a selected work item. Click to enter or view notes for a selected work item. Distribution Date: May 2009 Page 10 of 56

11 Introduction to WinFinance User Information The user information section provides key information about the bank s site and the user who is currently logged in. Name Site Company User Business Date Description Presents the site that you are logged in to. The company that you have logged into. If the site and company are same, this information is not displayed. Displays user name Current business date. Information Bar The Information Bar displays details on the current operation as well as a descriptive or related reference. The left side of the Information Bar provides a basic description about the current function and the name of the screen. The right side presents supplementary information for the on current screen or function. This information is only displayed when relevant. Module Navigation Links The module navigation links allow you to navigate to different modules for different functionality. The modules available will be dependent on the user s rights and entitlements. Paging Bar For all list screens, there is a paging bar at the bottom of the screen as shown below. Page site selecting Navigation buttons Page no and total page information Quickly position page The paging bar is composed of four parts: Page site selecting At the left of paging bar, the page size dropdown list allows you to define the number of items displayed on the screen at any one time. For example, selecting 20 shows 20 items at any time. Page No & Total page information This tells you how many pages there are and which page number you are you currently on. Navigation button The navigation button helps you quick browse through the pages. Click the Next ( ) or Previous ( ) buttons to view the next or previous pages; or click the First ( ) or Last ( ) buttons to view the first or last pages. Note: If there is not a next, previous, first or last page to be viewed, the button status is disabled (coloured grey). Distribution Date: May 2009 Page 11 of 56

12 Introduction to WinFinance Quickly position page At the right of the paging bar, there is a textbox and a button. Enter the page number in the textbox, and click the button or press the enter key. If the number is greater than total pages, an error message is displayed. Mandatory Fields On some pages, mandatory fields will be marked with a red asterisk (*), indicating that these fields must be completed for the field to be saved or the form submitted. For example, in the screen below, the Company Code, Company Name, Description, Industry, Company Status and Company Type fields are mandatory. If these fields are blank, the record cannot be saved or submitted. Distribution Date: May 2009 Page 12 of 56

13 Introduction to WinFinance Common Functions Overview There are a number of functions within the WinFinance system that are common across all modules and screens. This section provides descriptions and steps for accessing each of the common functions. Workflow Queues Workflow queues are used to manage the flow of a transaction. In some instances, these queues may be set up to separate the responsibility for a transaction. For example, one user may create a transaction, while another user views and verifies ( approves ) the transaction before submitting it. There are two main types of workflow queues: User Queue This queue holds transaction work items which are due to be processed. Setup Queue This queue holds changes or amendments to the setup of a work item, for example, changes to a customer s receivable profile. Other workflow queues may also be displayed including the Verify Queue, Release Queue and Event Queue, depending on the configuration of the site for the company and users. Status Icons Status icons are used to provide indication of where a work item is placed in the transaction or setup process. There are other icons in addition to the ones listed below which may be referred to for specific work items. A description of the icon can always be determined by positioning your cursor over the icon to view the description associated with the icon. Icon Name List of Workflow Description Verified VERIFIED Item has been verified. Create CREATED Item is created but not submitted Update UPDATED Item is changed but not submitted. Create Rejected CREATE-REJECTED The item creation is rejected Delete DELETED Pending delete verification Update Rejected UPDATE-REJECTED The update is rejected Pending Verify for Create Pending Verify for Update CREATE-PENDING UPDATE-PENDING The item is created and pending for verification The item is changed and pending verification Delete Rejected DELETE-REJECTED The delete is rejected Distribution Date: May 2009 Page 13 of 56

14 Introduction to WinFinance Comments Comments are used to record information about some operations, for example rejection of a work item. When a comment is mandatory, the following dialog box will be presented. You will be required to enter a comment, such as the reason for rejecting the transaction, before the system will allow you to perform the next operation. You may also want to include an identifier (e.g. your initials and date) at the end of the comment to allow the next person (i.e. the viewer of the comment) to identify who made the comment. If you change your decision, click the [Cancel] button to cancel your operation. Viewing comments If there is a comment associated with a work item, the icon will be displayed. To view the comment: Select the work item in a workflow queue or other listing Click the icon to view the comment. A screen similar to the one below will appear, containing the comment. Audit History You can view the historical tasks / actions completed for a specific work item by reviewing the audit history. In the WinFinance system, all operations are automatically logged and there are multiple levels where you can view the audit history. To view a work item s audit history: Select the work item in a workflow queue or other listing Click the icon. A screen similar to the one below will appear, containing the historical tasks completed for the work item. Distribution Date: May 2009 Page 14 of 56

15 Introduction to WinFinance Acknowledgements After a process has been completed, the WinFinance system will display an acknowledgement message to notify the user that the operation was successful. For example: Calendar The WinFinance system provides an internal calendar, which defines holidays, business and non business days. The Calendar is an important part of the system and is used for business logic processing as well as other operations. Where a date is required to be entered, the WinFinance system will display a calendar icon for selecting a date (as circled in the diagram below). On selecting the calendar icon, the date dialog screen will be displayed. Dates can be selected by the following steps: Select a month from the dropdown list at the top left of dialog box Click on the up or down scroll arrows to select a year. Select a date from the main calendar area. Where a date is greyed out, the date cannot be selected as it is a non-business date. Click [Close] to close the dialog box without changing the date or [Clear] to clear the date from the field. Distribution Date: May 2009 Page 15 of 56

16 Introduction to WinFinance Lookup Window The WinFinance provides a lookup function for some fields. This is referenced by a magnifying glass ( ) icon. To use lookup windows, refer to the following steps: Click on the icon next to the Customer Code. A lookup window will be displayed which lists the Customer Codes available for you to select. Select the customer code you want to use Click [Select] The selected item (and related details if relevant) will be entered in the field(s) as below. Distribution Date: May 2009 Page 16 of 56

17 Introduction to WinFinance Messages In the WinFinance system, messages are used to alert users and provide information on tasks. There are two types of messages: alerts and errors. Alert Messages Alert messages are used to advise a user about information on the screen. For example, the screen below is an alert message dialog which provides information about a required action for the screen. There are four levels of severity for alert messages Icon Severity level Description Information Warning Error This indicates a common error, where a user may be required to complete a task or step. This indicates a common error, where a user may be required to confirm a task or step. This indicates a common error, where a user may be required to correct a task or step. Fatal This indicates a fatal error. Error Message Error messages appear when a user clicks to submit or other similar function button such as Save or Create, etc. and the mandatory fields have not been completed. The screen below shows an example of the error message dialog box. If there are errors with the values entered, the dialog box will display to inform the user on how many error messages there are and what each error is. The tool bar will also change to include a message icon (as in the diagram on the following page). Distribution Date: May 2009 Page 17 of 56

18 Introduction to WinFinance Users can click on the messages icon to review the error message applicable. Print a screen To print the current screen on display, select to Print Screen from the Tools menu, available in all modules. Search In the WinFinance system, all modules and workflow queues have a search function. Additionally this function will also be available in some form pages, allowing the user to quickly filter the data. To use the search function: Click the [Search] button. A search screen will be displayed, containing the available fields to be searched. Enter your search criteria. You only need to enter part of a field to refine the search. For example, entering INV in the Invoice No. field will display only those invoices with INV in the invoice number eg. INV001, INV002 etc. Click the [Search] button to filter matched data. Distribution Date: May 2009 Page 18 of 56

19 Introduction to WinFinance Logging into Westpac WinFinance Overview Only authorised and registered users will be able to access to the Westpac WinFinance system. Users are created based on the details provided at the time of applying for the Trade Receivables Finance product. Logging in to Westpac WinFinance for the first time You will only be able to login to WinFinance if you have the received following: Notification that the Facility Agreement for your company has been executed Your User ID via Your temporary secure password via Additionally, you should only access the system once you have completed training in the system. Step Action 1. Navigate to then select the Business Banking tab. 2. Click on WinFinance in the Sign in to online services section. This will open the login window for Westpac WinFinance. Distribution Date: May 2009 Page 19 of 56

20 Introduction to WinFinance 3. Select Secure Password as the Authentication Mode on the login screen. 4. Enter the User ID the temporary password received via Click the [Login] button. The next screen will allow you to reset your password. 6. Re-enter your temporary password. 7. Set a new password and re-enter to confirm. Your new password must be a minimum of 6 characters, with at least one capital letter, and one numeric character. 8. Click [Change Password]. You will receive an acknowledgement: Your new password has been set. Use this new password the next time you logon. 9. Click [OK]. Distribution Date: May 2009 Page 20 of 56

21 Introduction to WinFinance 10. Select three security questions and enter the answers. These questions will be used next time you login to the system. 11. Click [Submit]. You will be presented with the normal landing page. 12. Click the [WinFinance] button to access the Westpac WinFinance system in a separate window. You must keep the landing page window open in your browser for the time that you use the WinFinance system. User Name Distribution Date: May 2009 Page 21 of 56

22 Introduction to WinFinance Logging in to Westpac WinFinance Step Action 1. Navigate to then select the Business Banking tab. 2. Click on WinFinance in the Sign in to online services section. This will open the login window for Westpac WinFinance. 3. Select Secure Password as the Authentication Mode on the login screen. 4. Enter your User ID and Password. The security question screen will be displayed. Distribution Date: May 2009 Page 22 of 56

23 Introduction to WinFinance 5. Select one of the three questions and enter your answer in the Answer field. 6. Click [Submit]. You will be presented with the normal landing page. 7. Click the [WinFinance] button to access the Westpac WinFinance system. User Name Distribution Date: May 2009 Page 23 of 56

24 Introduction to WinFinance Logging off from Westpac WinFinance To logoff Westpac WinFinance follow the steps below: Step Action 1. In any of the modules, select Logout from the menu bar. This will close the WinFinance system window. 2. On the landing page, select the Logout link from the top right corner of the page. User Name Distribution Date: May 2009 Page 24 of 56

25 Receivables Financing Transactions In this chapter you will find: An overview for processing receivables financing transactions Steps for creating or uploading invoices Steps for creating and submitting assets Steps for creating or uploading invoice payments Steps for creating and submitting asset repayments Steps for creating and submitting an asset rollover Distribution Date: May 2009 Page 25 of 56

26 Receivables Financing Transactions Transaction Overview The diagram below provides a summary of the key steps involved in processing receivable financing transactions. The details for each step, as well as other options available, are described in the following pages for this section. New assets for financing Create an invoice file (from your invoice system) Assets for payment Create an invoice payment file (from your invoice system) Upload invoice file into WinFinance Upload invoice payment file into WinFinance Approve invoices On loan maturity date Approve invoice payments Create assets Create asset repayments Submit assets Bank will: Issue loan(s) Settle loans(s) Disburse funds Bank will: Process loan repayments Settle loans(s) Close loan(s) Distribution Date: May 2009 Page 26 of 56

27 Receivables Financing Transactions Creating or uploading invoices Overview The Westpac WinFinance system allows Suppliers to create or upload invoices for financing. These invoices can be stored in the WinFinance system, to be selected for financing at a later date (within the criteria of the Supplier s facility agreement). Create an invoice file from your invoice system Step Action 1. Generate an invoice file from your invoicing system. 2. Ensure that the invoice file is in the following csv (comma separated value) format: Field no. Field Name Format Examples 0 Invoice Number String INV001, a101, Seller Company Code String CAC Buyer Company Code String 99INC, ABCLTD, Invoice Amount ####.## , Invoice Currency String AUD, USD, EUR 5 Invoice Date (issued) YYYY-MM-DD , Invoice Tenor (days) Integer 60, 45, 52, 101 For example, the file will look like the following: Review the invoice file using Notepad to ensure that the formatting is correct, ie. no quotation marks or commas for the amount field and the date format is correct. Invoice numbers must be unique and Buyer company codes must be registered with Westpac. If you don t know your buyer company codes, please contact Trade Finance Operations for further assistance. Distribution Date: May 2009 Page 27 of 56

28 Receivables Financing Transactions Uploading an invoice file Step Action 1. Select the Supplier Finance module. 2. Select Invoice > Invoice Upload from the menu bar. The following screen will be displayed. 3. Enter a name for this batch of invoices in the Reference field. 4. Click [Browse] to find the invoice file. 5. Select the file from the Choose file dialog box and click [Open]. 6. Click [Upload]. You will receive an acknowledgement: Invoice upload is pending for process. 7. Click [OK] to close the acknowledgement. Creating an invoice record in WinFinance You can create invoice files in the Westpac WinFinance system by entering the invoice details, instead of uploading an invoice file. This method may be useful if you only have a small number of invoices. Step Action 1. Ensure the Supplier Finance module is active. 2. Select Invoice > Invoice Create from the menu bar. 3. Click on the magnifying glass ( ) icon in the Buyer field. 4. Select a Buyer in the Lookup Buyer dialog box and click [Select]. Distribution Date: May 2009 Page 28 of 56

29 Receivables Financing Transactions 5. Enter the mandatory details for the invoice, marked by the red asterisks (*). 6. Click [Add]. The invoice will be added in the table below. 7. Repeat steps 5 and 6 to add more invoices to the invoice batch. The details from the previous invoice will be pre-filled in the fields. Be sure to change as required. 8. Click [Submit] once all invoices have been entered. You will be prompted to enter a load reference. 9. Enter a load reference name and click [OK] to close the Load Reference Info box. You will receive an acknowledgement: Invoice(s) have been created successfully. 10. Click [OK] to close the acknowledgement. Distribution Date: May 2009 Page 29 of 56

30 Receivables Financing Transactions Approving an invoice Step Action 1. Select Workflow > User Queue from the menu bar. A list of items in the workflow queue will be displayed. Invoice files which were uploaded or created will be displayed as an INVOICE-BATCH event. 2. Select the invoice batch and click [Process]. The following screen will be displayed, including the contents of the invoice. 3. Check the boxes of the invoices to be included for financing. To select all invoices in the file, check the Select all invoices in current load batch checkbox. 4. Click [Approve]. You will receive an acknowledgement: Invoice(s) have been approved successfully. 5. Click [OK] to close the acknowledgement. Distribution Date: May 2009 Page 30 of 56

31 Receivables Financing Transactions Rejecting an invoice At the Verify Invoice screen, you can reject an invoice if it has been erroneously uploaded or is incorrect. Note the following regarding invoices: Invoices must have a unique invoice number and cannot be loaded if duplicated If an invoice is incorrect and has been uploaded, it can be modified (using the Modifying an invoice steps). If you want to re-upload an invoice via a file (ie replace the whole invoice via a file), you must cancel the original invoice or the invoice batch (using the Cancelling an invoice steps) before re-uploading the invoice file. Step Action 1. Ensure the Supplier Finance module is active. 2. Select the Workflow > User Queue from the menu bar. 3. Select the invoice file and click [Process]. 4. Check the boxes of the invoices to be rejected at the Verify Invoice screen. 5. Click [Reject]. 6. Enter a comment for the reason for rejection in the Comments dialog box. 7. Click [Save]. You will receive an acknowledgement: Invoice(s) have been rejected successfully. 8. Click [OK] to close the acknowledgement. Distribution Date: May 2009 Page 31 of 56

32 Receivables Financing Transactions 9. Note that the invoice batch has a icon to indicate that the invoice batch was rejected. Modifying an invoice Rejected invoices may be modified and re-submitted for inclusion in assets, without needing to recreate or re-upload the invoice. Step Action 1. Ensure the Supplier Finance module is active. 2. Select Workflow > User Queue. 3. Select the invoice batch with a icon and click [Process] 4. Check the boxes of the invoices to be modified at the Modify Invoice screen. 5. Click [Modify]. A screen will display allowing you to modify any invoice detail. 6. Click [Submit]. You will receive an acknowledgement: Invoice has been modified successfully. 7. Click [OK] to close the acknowledgement. To finalise the invoice updates and submit them for inclusion in an asset, you need to approve the modified invoices in the Workflow > User Queue, as from Step 8 of Uploading an invoice file. Distribution Date: May 2009 Page 32 of 56

33 Receivables Financing Transactions Cancelling an invoice Invoices may be cancelled (deleted) from the system. If you wish to re-upload or re-create an invoice, you will need to first cancel an invoice (or invoice batch). Step Action 1. Ensure the Supplier Finance module is active. 2. Select Workflow > User Queue. 3. Select the invoice batch with a icon and click [Process] 4. Check the boxes of the invoices to be cancelled at the Modify Invoice screen. 5. Click [Cancel]. You will receive an alert message to confirm that you want to cancel the invoice(s). 6. Click [Confirm] in the Confirm dialog box. You will receive an acknowledgement: Invoice has been cancelled successfully 7. Click [OK] to close the acknowledgement. Distribution Date: May 2009 Page 33 of 56

34 Receivables Financing Transactions Create and Submit an Asset Overview Once invoices have been loaded or entered into the WinFinance system, they can be included into an asset group for financing. In general, the following rules regarding assets will apply: Assets can only be created for one buyer at a time. If a supplier has multiple buyers, users will need to create a separate asset for each buyer. These separate assets will be consolidated into a single loan (when assets have the same effective and maturity dates) by Westpac when processing the asset and subsequent loan. Default details will be set for each asset. These details can be changed (within the rules based on the Supplier s facility agreement) at the time of submitting an asset, however the details will be reviewed by Westpac when processing the asset and subsequent loan. Distribution Date: May 2009 Page 34 of 56

35 Receivables Financing Transactions Key points to note when grouping assets It is important to recognise the way invoices and assets are collated. The parameters you set when submitting an asset, will determine how the assets are grouped into a loan when processed by Westpac. Invoices Invoice No: 0001 Buyer: A Issue: 1 Jan 2009 Due: 15 Feb 2009 Invoice No: 0002 Buyer: B Issue: 1 Jan 2009 Due: 10 Feb 2009 Invoice No: 0004 Buyer: B Issue: 18 Jan 2009 Due: 28 Feb 2009 Invoice No: 0005 Buyer: B Issue: 20 Jan 2009 Due: 28 Feb Invoices are issued with varying issue dates and due dates for different buyers Invoice No: 0003 Buyer: A Issue: 2 Jan 2009 Due: 15 Feb 2009 Invoice No: 0006 Buyer: A Issue: 18 Jan 2009 Due: 28 Feb Users create assets by allocating invoices to an asset. Note the following rules for each asset: Assets can only be created per buyer. Multiple assets can be created for a single buyer. For example, if different maturity dates are required. The asset dates may be different to the invoice dates. For example, if financing is only required for part of the invoice tenor. Asset Name: One Effective D ate: 20 Jan 2009 Maturity Date: 20 Feb 2009 Invoice No: 0001 Invoice No: 0003 Asset Name: Two Effective D ate: 20 Jan 2009 Maturity Date: 20 Feb 2009 Invoice No: 0002 Asset Asset Name: Three Effective Date: 20 Jan 2009 Maturi ty Date: 28 Feb 2009 Invoice No: 0004 Invoice No: 0005 Asset Name: Four Effective Date: 20 Jan 2009 Maturi ty Date: 28 Feb 2009 Invoice No: 0006 Set these dates to be the same if you want them grouped as a single loan Loan Loan: 1 Asset: One Loan: 2 Asset: Two Loan: 3 Asset: Three Loan: 4 Asset: Four 3. Loans are issued for each asset within WinFinance Collated Loan 4. Loans are collated by Westpac Collated Loan: 1 Effective Date: 20 Jan 2009 Maturity Date: 20 Feb 2009 Loan: 1 Loan: 2 Collated Loan: 2 Effective Date: 20 Jan 2009 Maturity Date: 28 Feb 2009 Loan: 3 Loan: 4 Distribution Date: May 2009 Page 35 of 56

36 Receivables Financing Transactions Create an asset Step Action 1. Ensure the Supplier Finance module is active. 2. Select Asset > Asset Create from the menu bar. A list of Buyers will be displayed with summary details about the invoices available per Buyer. 3. Select a Buyer and click [Process]. The invoices available for that Buyer will be displayed. 4. Check the invoices to be included in an asset request. 5. Click [Create New Asset]. You will be prompted to enter an asset name. 6. Enter an asset name and click [OK] to close the Asset Info dialog box. You will receive an acknowledgement: Asset has been created successfully. 7. Click [OK] to close the acknowledgement 8. Repeat steps 2 to 7 to create additional assets. Distribution Date: May 2009 Page 36 of 56

37 Receivables Financing Transactions Submit an asset Step Action 1. Ensure the Supplier Finance module is active. 2. Select Workflow > User Queue from the menu bar. A list of work items will be listed. This will include the assets created. 3. Select an asset and click [Process]. The details of the asset will be displayed as per below. Attach a document if required 4. Attach a document to this asset if required by clicking [Upload Attachment]. The documentation required will be defined by your agreement with Westpac and may include: Form of Request Sample invoice etc 5. Enter the required mandatory information including: Title of the document File location (you can browse for this) Format (this will default based on the file selected) Distribution Date: May 2009 Page 37 of 56

38 Receivables Financing Transactions 6. Click [Upload]. The file will be displayed in the Attachments List. 7. Click [Close] once all documents have been attached. If a document covers multiple assets, you need only attach the document to one asset when submitting. 8. Review the asset details and click [Submit]. See Key points to note when grouping assets for further information about amending the asset details. On submission, the asset request and associated invoices are checked against your company profile setup for the facility. If the following window appears, it means that your asset request meets the rules of the facility and is able to be submitted. If an error message appears, it may mean that the asset request does not meet the facility or invoice criteria set up for your company. Please contact Trade Finance Operations for further assistance. The index reference tenor field will automatically adjust to take non-business days into account. Distribution Date: May 2009 Page 38 of 56

39 Receivables Financing Transactions 9. Click [View Quote] to view a quote for the asset request. The discount rate for the quote is indicative only. Depending on a number of factors (eg. the time you submit a request), the actual rate applied to the asset at the time of loan approval may differ. 10. Click [Close] to close the View Quote window. 11. Enter a payment instruction if required. This payment instruction will be forwarded to Westpac when you submit the asset. 12. Click [OK] to close and submit the asset window. You will receive an acknowledgement: Asset has been submitted successfully 13. Click [OK] to close the acknowledgement Amending or cancelling rejected assets Step Action 1. Ensure the Supplier Finance module is active. 2. Select Workflow > User Queue from the menu bar. 3. Select the rejected asset, identified by the icon and click [Process]. Distribution Date: May 2009 Page 39 of 56

40 Receivables Financing Transactions Amending an asset 4. Make the required change to the asset, for example: Add or remove an invoice Change the maturity date of the asset Upload an attachment 5. Click [Submit] to re-submit the asset. 6. Review the asset details and make further amendments to the asset, for example: Reduce the overall asset amount Change the effective and maturity dates for the asset Change or add a payment instruction 7. Click [OK]. You will receive an acknowledgement: Asset has been submitted successfully. 8. Click [OK] to close the acknowledgement Distribution Date: May 2009 Page 40 of 56

41 Receivables Financing Transactions Cancelling an asset 9. Click [Cancel] at the Update Asset screen. 10. Click [Confirm] to confirm the cancellation of the asset on the confirmation dialog box. You will receive an acknowledgement: Asset has been cancelled successfully. 11. Click [OK] to close the acknowledgement Distribution Date: May 2009 Page 41 of 56

42 Receivables Financing Transactions Create or Upload Invoice Payments Overview Once an asset has been processed and a loan disbursed, Suppliers will need to notify Westpac when the invoice(s) has been paid, in order to close the loan and enable payment transactions to occur. The invoice payments can be uploaded or created in a similar method to the upload or creation of invoices. Create an invoice payment file from your invoice system Step Action 1. Generate an invoice payment file from your invoicing system. 2. Ensure that the invoice payment file is in the following csv (comma separated value) format: Field no. Field Name Format Examples 0 Invoice Number String INV001, a101, Payment Amount ####.## , Payment Currency String AUD, USD, EUR 3 Credit Amount ####.## , Credit Currency String AUD, USD, EUR For example, the file will look like the following: Review the invoice payment file using Notepad to ensure that the formatting is correct, ie. no quotation marks or commas for the amount field and the date format is correct. Distribution Date: May 2009 Page 42 of 56

43 Receivables Financing Transactions Uploading an invoice payment file Step Action 1. Ensure the Supplier Finance module is active. 2. Select Invoice > Payment Upload from the menu bar. The following screen will be displayed. 3. Enter a name for this batch of invoice payments in the Reference field. 4. Select the Payment Source. 5. Enter payment instructions if there are specific instructions to be included with the payment file. 6. Click [Browse] to find the invoice payment file. 7. Select the file from the Choose file dialog box and click [Open]. 8. Click [Upload]. You will receive an acknowledgement: Invoice payment upload is pending for process. 9. Click [OK] to close the acknowledgement. 10. Select Workflow > User Queue from the menu bar. A list of items in the workflow queue will be displayed. Distribution Date: May 2009 Page 43 of 56

44 Receivables Financing Transactions 11. Select the invoice payment file and click [Process]. The following screen will be displayed, including the detail of the invoice payments. Partially paid invoices are loaded as a normal payment if included in a batch file. The invoice will be recognised as partially paid when the loan repayment is processed. 12. Check the boxes of the invoice payments to be included for asset repayment. To select all invoice payments in the file, check the Select all invoice payments in current load batch checkbox. 13. Click [Approve]. You will receive an acknowledgement: Invoice Payment Batch has been approved successfully. 14. Click [OK] to close the acknowledgement. Distribution Date: May 2009 Page 44 of 56

45 Receivables Financing Transactions Creating an invoice payment Step Action 1. Ensure the Supplier Finance module is active. 2. Select Invoice > Invoice Payment from the menu bar. The following screen will be displayed. 3. Enter a reference name for this payment batch in the Reference field. 4. Select the Payment Source. 5. Select the currency for the payment in the Total Pay Amount field. 6. Select the magnifying glass ( ) icon for the Invoice No. field. A window will open, displaying all the outstanding invoices for the customer. 7. Search and select the invoice(s) for which you are making a payment. You can only select invoices that are for the same buyer for any one invoice payment batch (i.e. asset group) via this method. To refine your search, you can enter part of a field in the search criteria. For example, entering INV in the Invoice No. field will display only those invoices with INV in the invoice number eg. INV001, INV002 etc. Distribution Date: May 2009 Page 45 of 56

46 Receivables Financing Transactions 8. Click [Select]. This will close the outstanding invoices window and place the selected invoices in the payment table. 9. Enter the Total Pay Amount with the amount to be paid. Click on the icon to automatically enter the sum of the payment amounts. 10. Click [Submit]. You will receive an acknowledgement: Invoice Payment(s) have been created successfully. 11. Click [OK] to close the acknowledgement. 12. Select Workflow > User Queue from the menu bar. A list of items in the workflow queue will be displayed. Distribution Date: May 2009 Page 46 of 56

47 Receivables Financing Transactions 13. Select the invoice payment file and click [Process]. The following screen will be displayed, including the contents of the invoice payments. 14. Check the boxes of the invoice payments to be included for asset repayment. To select all invoice payments in the file, check the Select all invoice payments in current load batch checkbox. 15. Click [Approve]. You will receive an acknowledgement: Invoice Payment Batch has been approved successfully. 16. Click [OK] to close the acknowledgement. Creating a partial invoice payment Step Action 1. Complete steps 1 to 9 as for Creating an invoice payment. 2. Select the invoice for which a partial payment is being made from the list of invoices. The invoice details will appear in the Invoice Payment Information section. 3. Enter the actual payment amount for the invoice in the Payment Amount field. Distribution Date: May 2009 Page 47 of 56

48 Receivables Financing Transactions 4. Click [Modify]. Note that the payment amount displayed is the actual payment to be made. 5. Enter the Total Pay Amount with the amount to be paid. Click on the icon to automatically enter the sum of the payment amounts. 6. Resume steps 11 to 17 as for Creating an invoice payment. Distribution Date: May 2009 Page 48 of 56

49 Receivables Financing Transactions Create Asset Repayment Overview Similar to the asset creation process, invoice payments must be allocated as an asset repayment. At the submission of the asset repayment, the payment is forwarded to Westpac for settlement and processing. Where an asset is not paid in full, Westpac is able to process partial payments and subsequent rollovers for the asset. Create and submit an asset repayment Step Action 1. Ensure the Supplier Finance module is active. 2. Select Asset > Asset Payment > Invoice Payment from the menu bar. All assets available for payment (with paid invoices available) will be listed. 3. Select an asset and click [Process] The invoices associated with that asset will be displayed. 4. Check the invoice payments to be included in the asset payment. 5. Click [Submit]. You will receive an acknowledgement: Asset Repayment has been submitted successfully. 6. Click [OK] to close the acknowledgement. The asset repayment has been submitted to Westpac for review and approval. 7. Repeat steps 2 to 6 for other asset repayments. Distribution Date: May 2009 Page 49 of 56

50 Reporting In this chapter you will find: Steps for reviewing a transaction status Steps to generate online and batch reports Distribution Date: May 2009 Page 50 of 56

51 Reporting Reviewing Transaction Status Overview To review a transaction or an event, you must first determine the type of work-item or event you wish to review. The key work event or item types are: Invoice including invoices, invoice batch files, invoice payments, invoice payment batch files, credit notes and credit note batch files. Asset including asset (requests), asset payments and asset rollovers. Reviewing invoice items Step Action 1. Ensure the Supplier Finance module is active. 2. Select Invoice > Query. 3. Determine what item you want to review and select. For example, to review individual invoices, select Invoice. 4. Review the details of the item selected. Distribution Date: May 2009 Page 51 of 56

52 Reporting The summary details displayed will change according to the item selected. For example, querying Invoice will provide summary details of every invoice, whereas querying Invoice Load Batch will provide summary details of the invoice files. Use [Search] or the paging bar to search for a specific loan 5. Select an item and click [View] to view further details on the item. 6. Click on underlined items to drill down for further details on the item. For example, clicking on a number in the Num of Invoices field for an Invoice Load Batch query will display a list of the individual invoices associated with the batch. Click here to view the individual invoices for the batch 7. Refer to the Status of an item to determine where the item is in the workflow. Rest your mouse pointer over the status icon for description of the status. Reviewing asset items Step Action 1. Ensure the Supplier Finance module is active. 2. Select Asset > Query from the menu bar. 3. Determine what item you want to review and select. For example, to review assets, select Asset. Distribution Date: May 2009 Page 52 of 56

53 Reporting 4. Review the details of the item selected. The summary details displayed will change according to the item selected. For example, querying Asset will provide summary details of all assets, whereas querying Asset Rollover will provide summary details of asset rollovers. Use [Search] or the paging bar to search for a specific loan 5. Select an item and click [View] to view further details on the item. 6. Click on underlined items to drill down for further details on the item. For example, clicking on the Yes in the Rollover field for an Asset Repayment query will display the details of the rollover associated with the asset repayment. Click here to view details for the rollover 7. Refer to the Status of an item to determine where the item is in the workflow. Rest your mouse pointer over the status icon for description of the status. Distribution Date: May 2009 Page 53 of 56

54 Reporting Generating reports Overview There are a range of standard reports available in the Westpac WinFinance system which can be generated to support any reconciliation or accounting processes. The reports are available in two methods: Online reports can be generated immediately and are identified by the icon with double brackets. Batch reports which are generated overnight (or other periodic basis, such as monthly). These reports are identified by the icon, without the double brackets. Viewing online reports Step Action 1. Ensure the Supplier Finance module is active. 2. Select Reports from the menu bar. A list of standard reports available is displayed. 3. Select a report with a icon. For example, the Funding Report for Seller is selected. 4. Enter or select the report criteria. For example, enter a date and select PDF for the report format. Distribution Date: May 2009 Page 54 of 56

55 Reporting 5. Click [Download]. A file download dialog box will be displayed, asking if you want to open or save the file. 6. Click [Open] to view the report. A new window will open, displaying the details of the report. Viewing batch reports Batch reports are generated on periodical basis (e.g. daily, weekly, monthly etc). Step Action 1. Ensure the Supplier Finance module is active. 2. Select Reports from the menu bar. A list of standard reports available is displayed. Distribution Date: May 2009 Page 55 of 56

56 Reporting 3. Select a report with a icon. For example, the Maturing Invoice Report for Seller is selected. 4. Select the report in the format required. The report is displayed in the relevant format. For example, a csv format. If the document type icon doesn t work (i.e. doesn t open the report in the required format) click on the diskette icon ( ) to download the report and click [Open] in the dialog box Distribution Date: May 2009 Page 56 of 56

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